The Oakwood Physiotherapy Clinic

Privacy Policy

Who are we?

We are an independent physiotherapy and complementary clinic and registered as a Ltd company (number 4749706).

How do we collect information from you?

We obtain information from you when you use our website, for example when you contact us about our services. Also we obtain information about you when you email us or contact us by telephone or in person at the clinic. When you book an appointment at the clinic you will be required to fill in a New Patient Questionnaire which will ask for a range of data and also the treating clinician/therapist will also ask for relevant information from you.

What type of information is collected by us from you?

The information we normally collect includes your name, address, email address, IP address and information regarding the pages you accessed on the website. When you make a booking to see a therapist we also collect information regarding your GP, your medical conditions and other relevant information required for us to treat you safely at the clinic or off-site. When you make a payment using a credit or debit card we do not store your card information; it is collected by our third party payment processors, who specialise in secure online processing of credit and debit card transactions.

How is your information used?

We may use your data to:

  • Enable us to provide you with treatments/therapy safely

  • Correspond with your GP or other medical professionals when required and with your consent

  • Obtain feedback for quality and training purposes

  • Notify you of changes to our services

  • Send you communications that you have requested or agreed to receive such as advice, exercise programmes etc.

  • Marketing activities of the clinic such as requesting a review, with your consent

  • Processing job applications

How long do we store your data?

We are legally required to save your medical records for 8 years. We store other data on our bookkeeping and accountancy software which is kept securely for as long as is required for our relevant activities.

Do we share your information?

We do not sell or rent your information/data with third parties.

We may provide information to third party service providers for the purposes of providing services to you on our behalf, in which case we only provide the personal information that is necessary to deliver the service.

Transfer of personal information may occur to a third party in the event of a sale of the business. We may also do so if we are under a duty to disclose this information to comply with a legal obligation, or to protect the rights, property or safety of our customers and staff.

Accessing and updating your information

It is important that we have accurate and up to date information about you. If you change address, email address or telephone number or name (surname or forename(s)) please ensure that you contact us. You have the right to request a copy of the information that the Clinic holds about you (we may charge £10 for administration).


We take the security of your information seriously and take steps to protect it. When the emailing of sensitive information is required – i.e. information about your medical status and treatment – it will be sent via an encrypted software system. Non sensitive information i.e. your email address etc, will usually be sent normally over the internet. We have password protected software and PC systems. We follow strict confidentiality policies and procedures which include the protection and security of treatment records which are kept in locked cabinets or rooms and destroyed after eight years (from the last episode of care). If you are provided with a password to use in receiving communications from us it is your responsibility to keep that password safe from use by others.

Under 16 years of age

If you are aged 16 or under, please ensure that your parent or guardian gives permission beforehand when you provide us with personal information.

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